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Workplace chat apps: Productivity booster or just a nuisance? (With tips and precautions)

Workplace chat apps: Productivity booster or just a nuisance? (With tips and precautions)

Communication plays a vital role in workplaces. Healthy and uninterrupted communication helps in building a good rapport among the team members and results in smooth team coordination that positively influence the work quality. The use of workplace communication apps have helped in improving the workplace communication. However, people are still divided on the relevance of these apps and many people think them to be a nuisance rather than a help. In this blog we arguing to discuss the issue with unbiased outlook to present the actual picture and help you decide whether these apps are a nuisance or help:

 

Advantages of Workplace apps
We will start by discussing the various advantages offered by workplace apps that help the business to grow:

Promotes accessibility and transparency
With the help of communication apps the top management layer and even CEOs have become more accessible to the junior or new executives which are a really good thing. Earlier there was an invisible wall between the junior executives and CEOs or top-level management and generally, the messages were communicated through some influential senior staff members who might distort the messages to meet their vested interests or even chose not to deliver specific messages if that did not align with their interests.

Quick communication apps have changed that and encouraged direct communication between executives and CEOs/Top management. The former can now share their ideas more confidently for the betterment of their specific department while the latter can encourage the deserving and promising candidates by offering them better recognition, promotion, and perks. In the long run, it cannot only help the companies to retain their best talent but also fuel their progress by following the innovative ideas.

Helps the employees with communication limitations
With the help of communication apps even the introvert or hesitating employees can now communicate more confidently and clearly. It has allowed the companies to harness the culture of equality and enjoy the maximum output from their diverse workers including the ones with communication limitations like introvert nature, fear of public speaking, etc.

 

 Disadvantages of workplace communication apps
Let us now focus on the various disadvantages of workplace apps and how it affects the overall productivity of the staff:

Creates unnecessary urgency and anxiety
While the instant messaging has made it easier for the employees to converse quickly, it also spans anxiety and nervousness by unnecessary urgency at the workplace. Especially the subordinates or junior workers perceive it as another strong tool used by their seniors to pressurize them at work. Ironically speaking the instant messaging is generally used to perform the important tasks quickly and with more accurately but the repeated instant messaging keep on distracting the workers and thus not only delay the task but also affect the quality of output.

 Too many unnecessary meetings
A number of messaging tools are used for arranging the meetings. While it is a good idea to organize a few important meetings every month, there should be tangible reasons and solid objectives behind the same along with some good outcome. However, the instant communication apps provide quick and elaborated functionalities for digitally scheduling and arranging a meeting that enables the top management to “trigger” dozens of meetings in the same month without any significant reasons, issues or outcomes

Disturbs thought process
In order to remain progressive the companies need to promote and enhance the thought process in their employees. However, the frequent and almost incessant intrusion of communication apps invariably affects the thinking process. The mind space of average employees is occupied by bombarding messages from different senders/departments that sap their energy and thinking ability. It compels the employees to just finish their tasks quickly even at the cost of quality.

Some useful tips and precautions

  • Instead of using a noisy clutter of communication tools use only one intranet powered tool.
  • There should be a clear indication of the urgency of messages and the sharing ecosystem should proactively manage the message traffic based on the importance (i.e., n the case of miscellaneous messages the high priority should be delivered instantly while the fewer priority messages can be saved for later.
  • The designated recipient should have been given the power to instruct their communication system when they don’t want to be disturbed and the status should be publicly visible across.
  • There should be certain quiet hours during which the communication tools should be restricted. It will enhance the culture of thinking while offering more private time to the employees to boost their thinking power and foster innovative ideas. 
  • There should be a well-designed plan to monitor the messages on a periodical basis to make sure that workers are not misusing the communication apps to create unnecessary urgency, clutter or disturbance.
  • However, instead of unnecessary micromanagement, it should be used for sanitizing the workplace from unhealthy practices. There needs to be a right balance between leniency and rigidity. 

Conclusion
The workplace communication apps help in uninterrupted and quick communication but it is highly imperative that these apps should be used appropriately and there should be some specific guidelines to discourage the misuse or unnecessary proliferation of these apps. The main objective is to enhance team coordination by wisely and modestly using the workplace communicating apps instead of disrupting the workplace culture in a negative manner.

 

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